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Sr. Administrative Assistant Resume Example

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SR. ADMINISTRATIVE ASSISTANT
Professional Experience
Sr. Administrative Assistant
November 2014 to Current Austin Community College E3 Alliance － Austin, TX
  • Maintenance of heavy calendar management, schedule appointments, coordinate travel (air/hotel/transportation) and conference arrangements for Executive Director and other staff Coordinate preparation and timely dissemination of reports, and slide presentation for meetings (Board of Directors, Superintendent and other office meetings) Safeguard and archive highly confidential time-sensitive documents Manage on-boarding and off-boarding of new hires and terminating employees, including office space, telephone, equipment, furniture and technology needs Schedule conference calls, conference and meeting rooms, cater on and off-site; manage and inventory supply needs for the office Support Assistant for the operational issues of office; resolution of day-to-day administrative tasks; Manage daily office functions (distribute incoming mail, prepare outgoing mail via in-house mailing system, UPS and FedEx), print, copy and scan documents; mass mailings File, archive and routine maintenance of confidential memoranda, letters, vendor and client files using record retention schedule Grant management (new, incoming, renewing of restricted/unrestricted grants) Record A/R, process A/P in QuickBooks; collection of past due accounts Prepare bank deposit and deposit summary after balancing payments to receipts Preparation of expense reports for employee reimbursement; scheduled vendor payments, prepared and distributed checks Maintain databases in Outlook and QuickBooks with detailed client/vendor information Point of contact to report building issues to building management.
Tax Center Site Manager
January 2014 to April 2014 Foundation Communities － Austin, TX
  • Opened and/or closed site; Facility maintenance and ensured equipment and software functioned optimally conducted new site orientation for volunteers and provided overall support, guidance and on-going training to volunteers Responsible for the intake and quality review operations Trained and provided work direction to volunteers with on-going training Resolved client and volunteer conflicts and responded to client questions and concerns at the intake area Ensured the protection and security of a customer's personal, confidential and identifiable information in a professional and responsible manner and used measures to prevent unauthorized disclosures Coordinated timely delivery of tax documents.
Tax Examiner
March 2013 to June 2013 Internal Revenue Service － Austin, TX
  • Analyzed, examined, and prepared the tax return and attachments for accuracy.
  • Edited for incomplete, illegible or invalid entries.
  • Corresponded with the taxpayer for missing information.
  • Maintained knowledge of tax code changes.
Financial Coordinator
November 2003 to October 2011 American Academy of Nurse Practitioners － Austin, TX
  • Assistant to Director of Accounting (maintained calendar, scheduled meetings, calls and appointments); prepared reports/graphs from accounting data for board meetings Routine accounting activities (recorded A/R and processed A/P), including month-end close and reporting and year end close activities and provided assistance with annual audit process Customer billing, aging reports, collection and accounts management Reconciled daily charges (cash, checks and bankcard payments); Expense report reconciliation and processing (travel reimbursement) Recorded checks and credit card payments and reconciled accounts receivables and check requests Reconciled credit card statements and processed credit card charges Maintained the general ledger and chart of accounts Researched credit card and invoice disputes and discrepancies Supervised administrative staff and coordinated activities and department procedures Composed correspondence, reports and memorandums using computers and standard desktop software (electronic filing and reporting to state and federal reporting agencies) Facilitated new hire orientation to include retrieving all new hire paperwork and I-9 verification process, including payroll reporting, data entered timesheets Processed backup reports after data entry (verified information in service database) Frequent customer interaction and problem resolution Processed and managed brochure orders and inventory Verified statements, invoices and requisitions for services Ordered office supplies, maintained petty cash and vendor file maintenance Worked closely with the Grant Coordinator in reconciling grant submissions (knowledge of philanthropic grants) Development of filing system (storing, arranging, indexing and classifying records); implemented retention and disposal schedules according to IRS guidelines Conference meeting registration and database maintenance Attended all annual national conferences and supported the administrative and financial functions of the organization as needed.
Education
Bachelor of Science : Criminal Justice Forensic Psychology Texas State University － San Marcos, Texas Criminal Justice Forensic Psychology
Skills
Accounting, process A/P, accounts receivables, administrative, A/P, schedule appointments, backup, billing, brochure, conferences, credit, client, data entry, databases, database, delivery, direction, expense reports, Facility maintenance, filing, financial, general ledger, grants, graphs, indexing, inventory, letters, Director, mailing, meetings, mail, office, Outlook, payroll, problem resolution, quality, QuickBooks, reconciling, file maintenance, reporting, tax, telephone, transportation
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Resume Overview

Companies Worked For:

  • Austin Community College E3 Alliance
  • Foundation Communities
  • Internal Revenue Service
  • American Academy of Nurse Practitioners

School Attended

  • Texas State University

Job Titles Held:

  • Sr. Administrative Assistant
  • Tax Center Site Manager
  • Tax Examiner
  • Financial Coordinator

Degrees

  • Bachelor of Science : Criminal Justice Forensic Psychology

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